Civica UK Limited

Civica Election Management

Civica provides local authorities throughout the UK with a diverse range of electoral management software and services. Our secure, web-based system is kept fully compliant with UK Legislation and offers all the benefits of a true Cloud Native solution.

Features

• Web-based Register, Election Management
• Built-in project planning module
• Integrated Mobile Canvassing Solution
• Web-based, self-service staffing portal
• Enhanced Data matching solutions
• Workflow automation
• Web-Based Boundary Mapping Tool
• Civica Polling Station Addon Module
• Customisable dashboards
• Staff management and rostering linking to web-based user portal

Benefits

• Removes need for on-prem ICT costs and requirements
• Robust Security
• AES 256 encryption of sensitive data
• Integrated report builder with drill down capabilities
• ISO27001 and Cyber Essentials Certified accredited
• Rapid system updates with reduced impact on users
• Supports remote working access
• Reducing costs/time required through process automation
• Integration with print and managed document services within Civica Group
• Control of data access through role based security

£8,000 to £30,000 a unit a year

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

398058501736120

Contact

Civica UK Limited
+44 (0) 3333 214 914
g-cloud@civica.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Minimal down time is required for scheduled maintenance and upgrades.
• System requirements: N/a

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Response times vary depending on the urgency of the request and are prioritised accordingly (see SLA document for further details). Extended hours and weekend support is only provided during nationwide election periods and are in line with the statutory election timetable.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: The Support Desk is available for both technical and/or application support assistance. Incidents and Requests for Service can be reported and responses will be inline with our SLAs.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: During initiation the Civica Project Manager (PM) assesses what help, support and training users require to start using the service. The PM works closely with the customer to agree an on-boarding plan that ensures users are ready to start using the service. Any additional service days above this are typically priced from the rate card. Civica offers a complete range of training services and will conduct a Training Needs Analysis with new customers prior to commencing the training programme. Training is provided remotely. All training documentation is provided by Civica . Staff are trained to enable them to update, change and customise the configuration.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Civica would provide a database backup of the data as well as a folder with scanned images. This can be provided through a secure network (eg. privatelink, Express route, SFTP) etc.
• End-of-contract process: Customers must provide notice of termination. Following completion of a service termination form an exit plan will be agreed including data extract arrangements. After data is extracted and contract termination all live client data will be deleted. All customer specific backups will be destroyed.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: Yes
• Compatible operating systems: Other
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: No
• Customisation available: Yes
• Description of customisation: Configuration of automated processes; Configuration of data matching; Customisation of documentation library

Scaling

• Independence of resources: Scaling: The solution is able to scale each component (where appropriate) independently from each other. This can be done automatically based on current usage. ; Independence of Resources: All resources are contained within a separate subscription boundary that isolates it from any other systems. This is managed by an RBAC and PIM escalation process. ; We isolate each customers' database and file storage to ensure the separation of data at its lowest level and allow any shared resources to scale appropriately to cope with demand.

Analytics

• Service usage metrics: Yes
• Metrics types: Available on request
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Data can be extracted in agreed formats.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Data is only hosted within secure segregated areas of the network accessible only to authorised personnel and covered by Private Link. Data is encrypted at rest and retained in line with end user configured retention policies.

Availability and resilience

• Guaranteed availability: Azure has a contractually guaranteed availability of 99.5% based on 24 x 7 availability
• Approach to resilience: Available on request
• Outage reporting: Microsoft provide a number of channels for reporting outages within Azure.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
• Access restrictions in management interfaces and support channels: Access is restricted and managed via an RBAC and PIM escalation process.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: ISOQAR
• ISO/IEC 27001 accreditation date: 20/10/2023
• What the ISO/IEC 27001 doesn’t cover: N/a
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • ISO9001
  • ISO22301

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: In order to provide a wide range of services to public and private sector organisations, Civica maintains an active information security programme. This programme requires regular internal and external audit inspection of both physical and logical data protection structures. The policies and procedures are aligned to ISO 27001 and Cyber Essentials certifications.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Civica's Change Management process ensures that all changes are considered and planned, and appropriate, and that there is a clear audit trail of all changes. Contact Civica for more details.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Civica has vulnerability management processes in place for ISO27001 and PCI-DSS. These processes are externally audited on an annual basis to ensure continued compliance.; For vulnerability scanning, Civica centrally employs in house CREST certified testers to perform an annual penetration test. Supporting this, Civica is also certified to the CESG approved Cyber Essentials scheme. In scope systems are subject to month internal and external vulnerability scans.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: We take proactive approach to information security through continual monitoring and review. Risk assessment methodology identifies and manages information security risks allowing a dedicated security team to update the risk register monthly. A network monitoring solution is in place ‘OpsView’ as well as a full antivirus and anti-malware solution, which check the hosted services for errors, infections and unexpected network traffic and are support by Cisco IPS/IDS at the perimeter layer. This provides defence in depth, against compromise, by detecting infections and suspicious networking activity within the environment.; Regular meetings with NCSC ensure high security is maintained and reduces risk.
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Details can be found within our SLA document.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  As a company, we’ve made an ambitious commitment to achieve Net Zero Carbon emissions by 2040 (or sooner) by supporting our customers net zero ambitions, creating software with inbuilt sustainability and reducing our own impact. ; ; Our Carbon Reduction Plan demonstrates our ambition to become industry leaders in reducing our environmental impact in support of the UK’s Net Zero Target. Underlining this ambition, we are focusing not only on our direct emissions sources but also actively engaging with our wider supply chain to understand, measure and develop meaningful emissions reductions targets in line with our Net Zero Target. ; ; We are accredited to the ISO14001 Standard and to support delivery of our commitment our Environment, Social Value and Governance provides clear focus for the ongoing development of our environmental policy. ; ; We develop innovative software-based services that reduce power requirements. ; ; We help customers opt for more sustainable choices, through digital platforms/apps which remove paper, support flexible/agile working, underpinned by cloud-based services employing energy efficient technology. ; ; We support carbon neutrality with workforces/facilities to reduce carbon consumption over 10-years. ; ; We prioritise the use of green energy in Civica owned facilities within the next 10 years. ; ; We promote recycling through our ‘Zero to Landfill’ and ‘Zero Print’ schemes. ; ; Our commitment to continue to promote with employees and customers a much greater responsibility and leadership in eliminating unnecessary single-use plastics; we will continue to look to make more innovative and systematic changes to further reduce our use of single-use plastics across the organisation and to openly share our outcomes and learnings. ; ; We undertake SECR Streamlined Energy and Carbon Reporting on our environmental footprint and the progress we are making to becoming Net Zero. ; ; Our commitment to fighting climate change will help deliver the policy outcomes for fighting climate change under PPN 06/20.

  Tackling economic inequality

  Civica is committed to building an inclusive and diverse culture that tackles inequality in employment, skills and pay. We promote equal opportunity through all our activities and ensure rights for all employees are always protected. We are listed as a 2020 Financial Times Diversity Leader and we are a ‘Gold’ Investors in People company. ; ; We have increased our focus and commitment to ensure we proactively implement equal and non-discriminatory treatment to all our workers. We have implemented a Diversity & Inclusion Strategy and have a Diversity and Inclusion Lead to drive the implementation of this strategy. This aims to tackle inequality in recruitment practices, team development, skills and pay through the following actions: ; ; We are a Living Wage accredited employer. ; ; We recruit locally to where services are delivered. ; ; We are committed to developing the skills of young people near our client’s businesses e.g., for a local authority, we have developed a programme of engagement workshops for young people with the potential for digital work experience. ; ; Our staff act as mentors for Youth Enterprise schemes in schools/universities. ; ; We are a member of the 5% club, an industry-led initiative focused on creating momentum behind the recruitment of apprentices into the UK workplace. ; ; Over 2.5% of our workplace is made up of apprentices or graduates and we intend to increase this to 5% by the end of 2025. ; ; We provide our own apprenticeship programme for managers, giving them access to training and development that may not be accessible outside the workplace. ; ; Our commitment to building an inclusive and diverse culture will help deliver the policy outcomes for tackling economic inequality under PPN 06/20 and will dramatically improve job prospects and increase earning potential for the young and job seeking communities.

  Equal opportunity

  Civica is committed to providing equal opportunities and building an inclusive and diverse culture. The more diverse our workforce, the more informed the decisions we can make for our customers, supporting the communities in which we work. ; ; We are proud to have been ranked as one of the top European companies for workforce diversity and equality, as chosen by in the Financial Times in 2020. ; ; We are committed to building and maintaining an inclusive and supportive culture where diversity thrives: ; ; To ensure our recruitment practices support the attraction and hiring of diverse candidates, all vacancies are advertised on multiple Diversity & Inclusion platforms. ; ; We run attraction campaigns targeting females and BAME applicants. We use a process of anonymised applications, competency-based questions and scoring to remove bias. We also use decoders to ensure job advertisements use gender and culturally neutral language. We also ensure mixed panel interviewing. ; ; We advertise vacancies on https://disabilityjob.co.uk/ and share diversity statements on all job adverts. ; ; We have made training on diversity and inclusion mandatory. ; ; We aim to ensure increased diversity of new starters in technology/sales/leadership roles by 10% per annum over the next 3 years. ; ; We aim to ensure that at least 50% of shortlisted people are being considered from a diverse background for roles above £35k. ; ; We promote affinity groups within the company who represent a group of people linked by a common characteristic, often underrepresented, or historically excluded, which acts as a ‘safe space’ for such individuals. This identity could be related to race, gender, sexual orientation, language, nationality, physical or mental ability, socioeconomic class, family structure, religion, amongst others. ; ; Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for equal opportunity under PPN 06/20.

  Wellbeing

  Civica actively promotes a mentally healthy workplace and workforce integrating mental health and general wellbeing in all that we do from recruitment, appraisals to strategic management. ; ; Through our Health and Wellbeing Policy and 40+ Mental Health Champions we encourage a flexible and realistic work/life balance. Our HWP provides a foundation to support both the mental and physical health of our staff through: ; ; Employee Assistance Programme and online Wellbeing Hub, which provides 24/7 access to websites, e-mail, phone and face-to-face counselling on all personal issues. ; ; Aviva DigiCare+ Workplace App providing external mental health consultancy. ; ; Mental Health Champions who support colleagues’ wellbeing in the workplace. ; ; RedArc Personal nurse service. ; ; Management Coaching - managers are trained in GROW (Goals, Reality, Options and Will) and in being Health and Wellbeing Advisors, supporting employees with mental/physical health needs. ; ; Health assessments/advice aimed at improving physical health. ; ; Cycle to Work scheme to aid physical and mental health. ; ; Weekly fruit drop for offices, encouraging a healthier diet. ; ; We provide free eye tests for all VDU users, encourage staff to take advantage of NHS flu vaccinations services, and support people wishing to use the NHS Stop Smoking Service. ; ; We also support our customers’ and communities’ through The Civica Foundation, our home for all charity, community, volunteering and social value. Our Days of Difference initiative gives every Civica employee 3 days a year to make a difference to charitable or community causes. Our employees can use this individually, join-up as a team or take part in Civica coordinated events. ; ; Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 QMS, which includes criteria for assessing health and wellbeing policies. ; ; Our commitment to providing equality of opportunity supports the delivery of the policy outcomes for Wellbeing under PPN 06/20.

Pricing

• Price: £8,000 to £30,000 a unit a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.